Houston First

IN-PERSON - HOUSTON, TX.

Houston First recognizes and appreciates the importance of cultivating an environment that nurtures talent; is equitable and values different perspectives and backgrounds; and, above all, is respectful to everyone.
 

The Administrative Assistant in Sales provides superior support to the Managers and Directors of the Sales and Client Services department ensuring a smooth day-to-day operation. This includes cross-communication between departments, utilizing exceptional computer skills and knowledge of functional area to providing accurate, efficient, and timely administrative support.

• The ideal candidate must have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel, Power Point and MicroSoft Outlook environment. 
• This position will commence with a 90-day temporary period. Upon satisfactory performance, the role will seamlessly transition into a full-time position.

• This position has no supervisory responsibilities.

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

• Serves as a secondary reporting contact for 5 team members (Vice President, Directors, and Sales Managers), coordinating priorities and aligning day-to-day support with departmental goals.
• Assesses, organizes, and prioritizes incoming requests, applies critical thinking to sequence work, resolves conflicts, and recalibrates timelines as priorities shift.
• Provides day-to-day administrative support, including professional correspondence, calendar management, telephone and inbox requests, and meeting preparation while maintaining strict attention to detail and confidentiality.
• Prepares, formats, and binds bid packets for team members upon request of clients, ensuring accurate, compelling materials that reflect client needs and destination strengths including letters, information on facilities, housing, transportation, amenities, services and security. Partners
• with team members streamline proposal timelines, clarifying milestones, deliverables, and dependencies.
• Site Visits – Secures locations, compiles attendee lists, builds agendas, prepares handouts/presentations, orders Food & Beverage, wraps and distributes client amenities for team members. Coordinates with internal teams and external partners to resolve issues or updates in real time and upholds service standards.
• Collects and validates all Sales & Services turnover documentation from team members, including lead details, DMAI calculation, history, and supporting documentation; assembles hotel grids as needed. Finalizes turnover checklists for approval, ensuring data integrity, clarity, and readiness for downstream teams. Applies judgement to reconcile missing or conflicting information and ensure seamless handoffs for approval.
• Plans, schedules, and coordinates travel arrangements for team members, including preparing travel authorizations, registering for conferences/events, booking airfare and hotel accommodations, assembling travel documents, and updating all itineraries on departmental calendars.
• Works daily within Simpleview Customer Relationship Management platform and maintains files with leads and correspondence, update activity records, and maintain data quality. Audits records for completeness and accuracy; flags discrepancies and drives resolution to sustain trusted reporting and pipeline visibility.
• Manages the end-to-end reporting workflow for team members including receipt collection, expense coding, compliance checks, and reconciliation through submission/approval. Provides financial transaction support, including wire transfer coordination, AP contact collection, and new vendor profile submissions. Uses critical thinking to investigate and resolve discrepancies, ensures policy compliance, and protects fiscal accuracy and audit readiness.
• Maintains and fosters relationships with Sales Managers across local hotels and venues to expedite information sharing, troubleshoot issues, and enhance client outcomes. Partners cross-functionally (Finance/AP, Events, Marketing/Communications, Operations, etc.) to align activities with strategic objectives and deliver cohesive experiences.
• Provides administrative support through tasks including, but not limited to, office supply procurement, airfare coordination and bookings, inventory and amenity management, and company vehicle scheduling to ensure operational efficiency across the department.
• Completes special projects designated by the Senior Vice President, Vice President, Directors and Sales Managers of Sales and Client Services.
• Provides overflow assistance to Department support staff as directed by the Administrative Support Manager as well as additional departments for company-wide events.
• Serves as back-up receptionist on a rotating schedule

EDUCATION AND EXPERIENCE

• High School Diploma or equivalent
• Two years of secretarial/administrative experience, and knowledge of general office procedures

MISCELLANEOUS 

• May be required to complete a variety of soft- and hard-skill assessments. 
• Candidates must be proficient in navigating Microsoft Office, specifically Word, Excel and Power Point. This includes the ability to create, edit, and format documents; manage spreadsheets; use formulas; and organize data effectively.

KNOWLEDGE, SKILLS, AND ABILITIES

• Proficient computer literate with excellent software skills (Microsoft Word, Microsoft Excel); PowerPoint proficiency is required.
• Accurate typing skills of 50-60 wpm
• Working knowledge of hospitality industry reporting procedures preferred
• Excellent written and oral communication skills
• Excellent telephone and interpersonal skills
• Ability to work effectively under pressure and manage multiple on-going projects
• Good judgment and decision-making skills

• ☒ No major sources of discomfort; normal office environment